Vouchers Information

The Vouchers Information screen allows you to:

• enter vouchers that affect the accounts receivable subledger

• create an account receivable voucher

• create an account payable voucher

• track the payments on a voucher

• update a voucher for a particular vendor

To open the Vouchers Information tab, click a Voucher number on any of these screens: Adjust Outstanding, Vouchers, or Vendor History.

Note:  If "MULTIPLE" is displayed, this indicates that multiple purchase orders were selected and are being entered on this single voucher.

Topics in this section are:

• Creating an Accounts Receivable Voucher

• Creating a New Accounts Payable Voucher/Vendor Warranty Credit

• Screen Description

Creating an Accounts Receivable Voucher

When you are affecting a GL account that is identified as an A/R account in the special accounts configuration, a customer number must be input on the voucher screen to keep the AR subledger in balance. In simple terms, the dealer owes money to an account that could be an internal or external customer. Possible scenarios include:

• The customer is both a vendor and a customer of the dealer, where the voucher offsets outstanding balances.

• A warranty is tracked to a customer account where a pending credit is coming from the vendor that needs to be applied to an outstanding receivable.

• The voucher is used to impact both receivables and payables.

• You need to apply payment to a customer account but the A/R period is closed, so you use this procedure to adjust the GL date.

1. From anywhere in IntelliDealer screen, navigate to Financial Management > Accounts Payable > Vouchers tab.

2. Move the cursor over a Batch number and select Edit from the pop-up menu.

   The Vouchers screen appears.

   Vouchers screen

   

3. On the Vouchers screen, click the Click here to add to batch link.

   The Vouchers Information tab appears.

   

4. Enter a Vendor Number
   - or -
   Click on the Search icon to search for and select a Vendor Number.
   

   The Vouchers Information tab appears with the selected vendor number in the Vendor Number field. The system automatically generates the Name, Address, Zip/Postal Code, Bank, Payable and Discount fields.

   Updated Vouchers Information tab

   

5. Enter an Account Number.
   - or -
   Click on the Search icon to search for and select an Account Number
   

   The Vouchers Information tab appears with the selected account number in the Account Number field.

6. Enter an Amount to apply to the A/R account.

7. Enter a Customer Number.
   - or -
   Click on the Search icon to search for and select a Customer Number.
   

   The Vouchers Information tab appears with the selected customer number in the Customer Number field.

8. Click the Save button.

Creating a New Accounts Payable Voucher/Vendor Warranty Credit

1. From anywhere in IntelliDealer navigate to Financial Management > Accounts Payable > Vouchers.
   

   Vouchers - Outstanding Batches screen

   

   Vouchers - Outstanding Batches with Imported FileBound Vouchers

   

2. Click the Need to create a new batch? Click here to add link.

   The Batch screen opens in a new window.

   

3. Fill in the fields as described in the table below.

4. Click Save to create the batch and continue.

   The Vouchers Information tab appears in a new window.

   

5. Enter the vendor number in the Vendor Number field or click the Search icon to search for a Vendor using the Vendor Selection screen.

   After entering or selecting a vendor, the Vouchers Information tab refreshes and adds any vendor information found in the vendor’s profile.

   Updated Voucher Information tab

   

6. If you are using either the purchase order interface or the parts accrual system, the Purchase Order tab automatically displays any outstanding purchase orders associated with this vendor.

   Purchase Order tab

   

   From the Purchase Order tab you may add any of these purchase orders to your batch by selecting the associated checkbox and then choosing to add them as either a Full Receipt or a Partial Receipt by clicking on the appropriate button. After this you are returned to the Voucher tab which has been refreshed to include information from the selected POs.

7. Enter the required information in the Information and Distribution sections, using the Vouchers Information help page as a reference.

8. Add any additional payable line items to this voucher by repeating the previous in the next empty row.

9. When you have completed adding payable line items, perform one of these actions:

   To:	Do This
   Print a quick check based on this voucher.	Click the Quick Check button.
   Sort distribution entries in this voucher by stock number.	Click the Sort by Stock # button.
   Save the information you have entered and remain on this screen.	Click the Save button.
   Save the information in this batch and return to the Voucher Information tab.	Click the Save & Close button.
   Save the information in this voucher, close it, and create a new voucher in this batch by copying the same vendor information.	Click the Save & Copy button.
   Close the voucher without saving changes and returns to the Vouchers Information tab.	Click the Close button.

10. Once you have added all the necessary vouchers to this batch, you are returned to the Vouchers screen. Click Done to close the batch.

    The Vouchers – Outstanding Batches screen appears with the new batch listed.

Screen Description

The fields on the Vouchers Information screen are:

Field	Description
Vendor Number	The vendor number the voucher is being created for. The vendor number can be up to six alphanumeric characters in length. The name, address and zip/postal code fields are automatically updated after selecting a vendor number.
Name	The name of the vendor.
Address	The address of the vendor.
Zip/Postal code	The vendor's zip/postal code, from their mailing address.
Invoice Number	The voucher's invoice number. Click the FileBound icon to view the selected invoice from within FileBound. Note:  The FileBound icon only appears if your dealership is licensed for feature number 6211 and the Display FileBound Invoice Details switch is activated (995 - User Security).
Invoice Date	The date of the supplier's invoice.
Due Date	The date a check is to be printed for the voucher. The due date does not apply for rapid remittance (voucher type "manual check") and adjustment (voucher type "adjustment") vouchers. This field is calculated if a payment schedule is loaded for this vendor. If payment terms are loaded for this vendor, discounts are calculated on the due date. You cannot enter a due date that is earlier than the G/L date for the batch. The system may populate the Due Date field after tabbing out of the Invoice Date field, depending on the payment terms on the vendor. If there is nothing loaded on the vendor, the system uses the default payment days loaded in the DIVTAB table.
Invoice Amount	The total amount credited to the invoice, net purchase amount plus any other charges (e.g. taxes and freight).
Less Other	Any other charges (e.g. taxes and freight charges).
Batch	The name of the batch the voucher is in.
G/L Date	The date the voucher will be posted to the general ledger.
Currency	The currency exchange rate for the vender selected.
Original	Displays the original due date, if the voucher is placed on hold.
Hold	Place a voucher on hold by clicking the hold check box. The due date changes to 99/99/9999, and a check will not be issued. To take a voucher off hold, simply uncheck the box. The original due date value changes back to the due date field. Note:  You cannot void a voucher that is on hold, or put a voided voucher on hold.
Net Purchase	The total amount credited to the invoice - less other charges (e.g. taxes and freight charges).
Bank	The Bank G/L account that is relieved when a check is cut.
Payables	The payables account to be posted to for this vendor.
Discount	The discount account to be posted to for this vendor.
Discount Amount	The discount amount applied to the invoice. Calculated from the net purchase amount, entered in either dollar amount or percentage. When creating a new voucher, if discount information exists in the Default Payment Terms screen, the first payment terms discount percentage in the list is displayed in the Discount Percentage field. If another discount amount is required, clear the Discount Percentage field and continue. If Payment Terms exist for this voucher, special terms discount information found in the payment terms Information screen overrides any discount entered in the A/P Voucher Detail screen.
Discount Percentage	The discount percentage applied to the invoice. Calculated from the net purchase amount. If a percentage is entered the system automatically calculates the Discount Amount field value.
PO Number	The purchase order number, used in conjunction with Location. Note that: If you are using the purchase order system, either enter the purchase order number manually or the system can automatically fill it in when you select a purchase order from the Purchase Order tab. If you are NOT using the purchase order system, you can enter a valid parts purchase order number, along with its corresponding location number. When a PO is linked to a voucher, and it matches the total and the location, this field is bold and read-only.
Location	Corresponding location number of the PO. When a PO is linked to a voucher, and it matches the total and the location, this field is bold and read-only.
Voucher Type	The type of voucher you wish to load or create. The available voucher types are: Regular—vouchers that are to be paid automatically by a computer generated check, when the check due date is included in the regular check run. Manual Check—vouchers that have already been paid by a hand written check and processed by a manual check run. Adjustment—used to reverse or adjust the effects of a previously entered voucher.
Number	Enter the corresponding check number. The check number is only used for manual and/or adjustment vouchers.
Check Date	Select the date the check is issued. The Check Date is only used for manual and/or adjustment vouchers.

The fields in the Distribution section of the Vouchers Information screen are:

Distribution
Field	Description
Account Number	Voucher payment amounts are distributed to the G/L account number entered. If you leave the account number field blank, enter a corresponding stock number on the line and then click Save, the system will default the Account Number field to the Expense Account set up on the Equipment Defaults screen. If no expense account is found and the unit is Non Depreciable with a status of Invoiced, the system uses the Expense Account loaded in the Fixed Asset system. If the system does not find an account in the Fixed Asset system and the unit does not have an Inventory Account set up, the system defaults the account to the Asset Account set up in the CASHTAB table under Cash Code 8.
Amount	Enter the dollar amount to be allocated to the corresponding G/L account.
Asset/Stock Number	The equipment stock number which is assigned in the Equipment Profile or Fixed Assets options. Asset/stock number can only be used if the corresponding G/L account being used is coded as equipment inventory or asset, notes payable or history account.
Cost Code	Determines how the cost of the unit is updated and recorded. A Cost Code is only applicable when there is a stock number or asset shown on screen. The default valid codes are: O—updates the original cost for this asset or stock number and adds a history record. To prevent two vouchers trying to post original cost to the same stock number, you cannot copy a voucher with a cost code value of O using the Save & Copy button. C—updates the current cost for the asset or stock number and adds a history record. If the G/L account is a notes payable or history account, the cost code is forced to C regardless of the value entered in the Cost Code field. S—updates the current cost for the asset or stock number and adds a history record. You can enter this code any time an Inventory or History account is used. This Cost Code appears as a subtype of Service in the equipment history. Custom cost codes may also be available and valid if history sub-types are configured on History Sub-Types screen.
History Description	A brief description related to the entry being made. Appears on the Equipment Profile and Fixed Asset options.
Customer Number	If an A/R G/L account is used in the account number field, a customer number is required. The system default to an A/R customer number set up on the vendor profile. You can enter the customer number manually.

Use these buttons to complete your work on the Voucher Information screen:

Button	Function
Distribute	Allows you to overwrite or append the current distribution of the net purchase amount (invoice amount, minus other charges), using the default distribution accounts configured on the Distribution tab of the vendor profile. The Distribute button only appears when accessing the Vouchers Information screen through the Vouchers screen and if the associated vendor has distribution accounts configured on their profile.
Void	Clears distribution lines and invoice amounts off of the selected voucher, marking the voucher as void. Note:  You cannot void a voucher that is on hold or put a voided voucher on hold. The Void button only appears when accessing the Vouchers Information screen through the Vouchers screen.
Quick Check	Opens the A/P Voucher Quick Check Printing screen which allows you to print a check for the corresponding voucher. The Quick Check button only appears when accessing the Vouchers Information screen through the Vouchers screen.
Sort by Stock #	Sorts the distribution lines by stock number. The Sort by Stock # button only appears when accessing the Vouchers Information screen through the Vouchers screen.
Save	Saves the information entered without closing the Voucher Information screen.
Reverse	Reverses the selected voucher placing it back on the selected batch. See Reversing a Voucher. The Reverse button only appears when accessing the Vouchers Information screen through the Adjust Outstanding screen.
Save & Close	Saves the information entered and closes the Voucher Information screen returning you to the previous screen.
Save & Copy	Saves changes made to the Voucher screen and makes a copy of the selected voucher. To prevent two vouchers from posting original cost to the same stock number, a voucher with a cost code value of O can not be copied via the Save & Copy button. The Save & Copy button only appears when accessing the Vouchers Information screen through the Vouchers screen.
Close	Closes the Voucher Information screen without saving and returns to the previous screen. When accessing the Vouchers Information screen from the Vendor History screen, only the Close button appears, preventing you from performing other options on the screen.

Data Source: OUTSTD, YTDIST

Security: 601 - Accounts Payable

Revision: 2025.05